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Job descriptions
This guidance should be read in conjunction with the Recruitment and Selection Policy –
see section on ‘Pre-recruitment’.
This guidance covers the following:
Things to consider before you start ............................................................................................ 1
Job title........................................................................................................................................... 1
Overall purpose of the role ........................................................................................................... 2
Main duties and responsibilities .................................................................................................. 2
Health and safety........................................................................................................................... 3
Equality and diversity ................................................................................................................... 3
Data quality .................................................................................................................................... 4
APPENDIX 1 - Sample job descriptions...................................................................................... 5
1
Things to consider before you start
1.1
Recruiting managers should consider the information gathered as part of the job design
stage and ensure they have a thorough understanding of the purpose of the role.
1.2
If a job description for the role already exists this must be reviewed to check it is up to date
and continues to meet the needs of the university.
1.3
Bear in mind the job description is multi-purpose. It should clearly describe the main duties
and responsibilities of the role which may be used for any or all of the following:
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Preparing the person specification and advert
Induction/probation
PDRs/ADRs
Job grading
Training needs analysis
Re-structuring.
1.4
Once the job description has been written, the job can be graded (for further information
refer to the job grading process). Recruiting managers should not focus on the current or
desired grade of the job whilst writing the job description, as this is likely to detract from the
essential job duties.
1.5
The standard job description template should be used. Sample job descriptions are also
available to view in appendix 1.
2
Job title
2.1
Job titles should:
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Accurately reflect the overall purpose of the job
Be clear, concise and not overly complicated
Be consistent with other faculties/directorates.
2.2
The job title should not normally contain the department or individual team name, as this is
outlined in the job description itself. For instance an administrator working in the
undergraduate office does not need to be called ‘Undergraduate Administrator’:
‘Administrator’ is more suitable as it reflects the role and is likely to attract more applicants.
3
Overall purpose of the role
3.1
The purpose statement should accurately and concisely summarise the overall purpose of
the job in no more than a couple of short paragraphs.
3.2
The kind of questions that should be addressed in the process of writing this section
include:
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What ultimately is the job intended to achieve?
What is the job’s unique contribution to the department/university?
Where does it fit into the department/university as a whole?
Does the job require the job holder to plan for themselves and others?
3.3
This section should not include a detailed list of how the job is done, nor list the tasks and
activities.
4
Main duties and responsibilities
4.1
In describing the main duties and responsibilities the recruiting manager should ensure that
the job description is an accurate reflection of the job and the level the job holder will be
expected to operate at.
4.2
Job descriptions should not be too detailed or prescriptive. The job description is not
intended to provide an exhaustive list of all the duties the job holder might reasonably
undertake; it is important to retain sufficient flexibility within the document so it does not
quickly become out of date.
4.3
A job description should aim to contain a minimum of six points and a maximum of 15.
Where possible these should be listed in order of importance to the overall purpose of the
job.
4.4
Be clear in specifying the nature and level of responsibility of the job holder. For example,
‘leading’ ‘managing’, ‘co-ordinating’ or ‘assisting with’ will denote what is expected.
4.5
Alternative useful descriptive words could be ‘organising’, ‘preparing’, ‘operating’, ‘taking
responsibility for’, ‘advising’, ‘researching’, and ‘developing’.
4.6
A useful technique is to describe each of the duties in two parts.
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i) Describe what is to be done including an active verb (such as co-ordinate, report,
assist, design, develop, monitor) and clearly reflecting the level of responsibility.
For example: “Review and update staff/student records …”
ii) Describe why the duty is done, or what the end result will be.
For example: “...to ensure there is an accurate and up to date record that complies with
data protection requirements.”
4.7
Avoid using jargon or abbreviations as it could limit the job’s attraction to potential
applicants.
4.8
Ensure the job description reflects the needs of a diverse staff and student population.
4.9
Communicate expectations about performance to help employees and managers ensure
effective performance in the job.
4.10 All job descriptions should contain a statement explaining that the job holder may be
required to perform any other duties commensurate with the job grade as reasonably
required from time to time. This statement is included in the job description template.
5
Health and safety
Where health and safety responsibilities are part of the role, these responsibilities should
be stated on the job description. For example:
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‘Undertake the roles of Safety Co-ordinator, Building Evacuation Controller, and
Safety Manager, and act in line with the faculty statement of safety organisation’.
6
Equality and diversity
6.1
All job descriptions must contain a duty regarding equality and diversity appropriate to the
nature, purpose and level of the job. Example statements are provided below.
Level of
responsibility
Management
Statement
Other
Treat all DMU staff, students, contractors and visitors with dignity and
respect. Provide a service that complies with the Equality Act 2010,
eliminating unlawful discrimination, advancing equality of opportunity
and fostering good relations with particular attention to the protected
characteristics of age, disability, gender reassignment, marriage and
civil partnership, pregnancy and maternity, race, religion or belief (or
Take responsibility for ensuring that the university’s strategic equality
plans are in place and provide regular reports on progress.
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none), sex and sexual orientation.
6.2
Care should be taken not to include language that is discriminatory against the protected
characteristics of age, disability, gender re-assignment, marriage and civil partnership,
pregnancy and maternity, race, religion/belief (or none), sex and sexual orientation.
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Data quality
If a role includes elements of data entry/management there should be a specific duty in the
job description about inputting and/or managing data according to the highest standards of
data quality. For further guidance see roles with responsibility for data quality.
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APPENDIX 1 - Sample job descriptions
Job Description
Administrative Assistant
CORPORATE AFFAIRS
Note – This job description is provided
as a good practice example template
only and is not intended to be an
accurate reflection of the role.
Duties of the role
Overall purpose
of the role
The Administrative Assistant will work alongside the senior executive’s personal
assistant to provide administrative support to the senior executive team and cover
front office reception.
Main duties and
responsibilities
Provide administrative support to the senior executive team, the senior executive’s
personal assistant and executive assistant:
1. Open mail (both paper based and electronic), prioritising and distributing it
accordingly.
2. Prepare and compose general routine correspondence, publications,
presentations, reports and forms.
3. Assist the personal assistant in preparing papers for committees/meetings and
maintaining an accurate appointment diary.
4. Deal with telephone enquiries and cover front office reception on a rotational
basis.
5. Assist with the organisation of events such as guest lectures, conferences, staff
development activities, course accreditations and interviews.
6. Organise/provide hospitality for visitors as required.
7. Book venues, arrange meetings and make travel arrangements.
8. Arrange cover for urgent work in the absence of any personal assistant.
9. Treat all DMU staff, students, contractors and visitors with dignity and respect
regardless of their: age, disability, gender reassignment, marriage and civil
partnership, pregnancy and maternity, race, religion or belief (or none), sex and
sexual orientation.
10. Perform any other duties commensurate with the job grade as reasonably
required from time to time.
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Job Description
Technical Services Manager
Note – This job description is provided
as a good practice example template
only and is not intended to be an
accurate reflection of the role.
FACULTY OF HEALTH & LIFE SCIENCES
Duties of the role
Overall purpose
of the role
Proactively lead, support and facilitate the day-to-day provision of a comprehensive
and efficient technical support service for students and staff across the faculty.
Main duties and
responsibilities
 Lead three teams of technical staff, each led by a team leader, and create an
inclusive, communicative and performance focussed management culture.
 Manage all facilities supervised by technical staff including laboratories, clinical
skills and practice areas, ensuring equipment and materials are secure and
maintained.
 Take responsibility for consumables and equipment budgets efficiently to ensure
compliance with financial procedures.
 Work closely with academic staff to understand and meet the needs of each
facility.
 Co-ordinate major/minor works and capital projects working closely with the
faculty manager, and develop annual work plans.
 Organise laboratories in liaison with marketing for open days and events.
 Work closely with other faculty team managers, shaping policy and
implementing faculty objectives.
 Establish and ensure faculty processes and monitoring systems are effective in
successfully managing occupational health and safety and ensure legislative
compliance.
 Undertake the roles of Safety Co-ordinator, Building Evacuation Controller, and
Safety Manager, and act in line with the faculty statement of safety organisation
(SOSO).
 Oversee the programme of health and safety induction training for postgraduate
students, ensuring all students and staff are provided with necessary safety
equipment appropriate to the work undertaken in each area.
 Take responsibility for ensuring that the university’s strategic equality plans are
in place and provide regular reports on progress.
 Perform any other duties commensurate with the job grade as reasonably
required from time to time.
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Job Description
Lecturer/Senior Lecturer in Mental Health
Note – This job description is provided
as a good practice example template
only and is not intended to be an
accurate reflection of the role.
FACULTY OF HEALTH & LIFE SCIENCES
School of Nursing and Midwifery
Duties of the role
Overall purpose
of the role
Lead and provide academic expertise on mental health to student nurses, post
registration students and experienced practitioners, supporting them in clinical
settings.
Main duties and
responsibilities
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Provide modular leadership on specialist modules relating to mental health and
others as related to expertise.
Plan, deliver and evaluate classroom and clinical teaching sessions required for
the training and education of students on mental health modules and
programmes as well as a variety of other pre and post registration courses.
Support students in their learning activities both in the academic setting and
clinical setting within practice.
Develop and implement suitable assessment strategies for both theory and
practice components.
Act as a resource for clinical staff in an identified clinical area by providing them
with information on curricular changes and support and assist them in
implementing those changes.
Actively contribute to research, external income generation, and international
activities and developments within the division and school.
Maintain and develop skills and competencies required to maintain registration
on part one of the Nursing and Midwifery Council register
Assess own requirements for clinical updating and negotiate time to develop
and maintain skills within a clinical setting.
Work as a member of a multi-professional team academic and clinical to
develop inter-professional and cross faculty working.
Work as a member of the division, contributing fully to the development of
education provision and health and social care initiatives within the school and
the university.
Work as a team member within the practice areas, attend such meetings as is
required to contribute to the development of practice.
Communicate and work across the different subject areas and wide ranging
groups, contributing in a positive and facilitative manner to the development of
education and training.
Perform any other duties commensurate with the job grade as reasonably
required from time to time.
Treat all DMU staff, students, contractors and visitors with dignity and respect.
Provide a service that complies with the Equality Act 2010, eliminating unlawful
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Duties of the role
discrimination, advancing equality of opportunity and fostering good relations
with particular attention to the protected characteristics of age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief (or none), sex and sexual orientation.
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